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Child Care Assistance Program Policy Manual Issued 08/2022 Provider reporting 11.18 Require all providers to report to the CCAP agency: • When the child has been absent more than seven consecutive days*. • When a child attends less than half of their authorized hours or days for a four-week period*. • End of care for a child receiving child care assistance. • Any changes in initial information in the provider registration and acknowledgment including the provider’s rate, charges for absences and holidays, any notice days required before a child discontinues care, and any required registration or activity fees. • Suspected maltreatment of minors, to the appropriate authority. • Death or serious injury of a child while in the care of the provider, to the appropriate authority.

Legal nonlicensed providers are also required to report to the CCAP agency: • Changes to household composition that would require a new background study, including if a person over the age of 13 joins the household or if a current household member turns 13 years old. See Chapter 11.9.12 (Legal Nonlicensed Providers – Background studies). • If they begin caring for more total children than allowed or for children outside of the allowed age category limits at any one time. See Chapter 11.9.21 (Legal nonlicensed provider – group size and age limits). *When a child’s attendance drops to less than half of their authorized hours or days for a four-week period because a child misses a portion of their scheduled and authorized hours, and not only because of absent days, providers must report this in the Comments section of the Billing Form. Other attendance information may be reported on the Billing Form or by notifying the family’s CCAP worker. Note: It is recommended that the provider worker document all information and communication with providers in MEC² on the Provider Notes window. Provider health and safety reporting and complaints Legal nonlicensed providers must report certain health and safety incidents to the CCAP agency. For more information about legal nonlicensed provider reporting responsibilities and CCAP agency responsibilities regarding complaints including reported incidents, see Chapter 11.9.3 (Legal nonlicensed provider reporting and complaints). Licensed and certified license exempt providers must report these health and safety incidents to their licensor or other regulating authority. Legal authority Federal Child Care and Development Fund, 45 C.F.R. Part 98 Minnesota Statutes 119B.125